Office Services Associate - Mail

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

As an Office Service Associate – Mail, you will be responsible for efficiently sorting and delivering incoming and outgoing mail to the respective departments, ensuring timely and accurate distribution. Additionally, you will manage the inventory of the mailroom and handle supply ordering. Your role will involve completing projects promptly and complying with postage rates and regulations. You will report directly to the Lead Office Service Associate – Mail or the Client Relations Manager.

Job Reponsibilities

Day to day Account Management  

• Act as the primary liaison between the client and Forrest Solutions, providing daily support and facilitating effective communication. 

• Manage the operational requirements daily, including addressing client requests, inquiries, and onsite staff issues to ensure exceptional client satisfaction. 

• Maintain a well-organized and professional work environment, including proper signage, updated communication boards and /or binders, and overall cleanliness and orderliness. 

• Participate actively in weekly leadership and senior management discussions, effectively communicating results, challenges, and strategic initiatives to meet client objectives   

Process & Procedures 

• Collaborate closely with the client organization to develop and refine specialized mailroom procedures, including policies, protocols, and standardized processes, to ensure efficient and accurate handling of incoming and outgoing mail. 

• Implement comprehensive sorting procedures to categorize and prioritize mail for prompt and precise distribution to the respective departments.  

• Execute scheduled internal runs to deliver interoffice mail in a timely manner, optimizing efficiency and minimizing delays. 

• Utilize advanced postage equipment to accurately meter outgoing mail, adhering to postage rates and regulations. 

• Prepare and process specialized outgoing mail, such as certified or registered mail, following established procedures to ensure compliance and secure delivery. 

• Retrieve outgoing mail from designated internal zones, maintaining a systematic approach to streamline the process and prevent any delays or errors. 

Client Experience/ Satisfaction 

• Develop and nurture strong client relationships, consistently striving to enhance and maintain high levels of customer satisfaction through prompt issue resolution and effective communication of outcomes. 

• Conduct regular inspections to ensure the overall appearance and condition of the workspace meet the highest standards. 

• Respond promptly and positively to client complaints, questions, concerns, and suggestions, conducting quality assurance follow-up and addressing service-related inquiries. 

Mail 

• Execute essential mail services, including accurate sorting and efficient distribution of interoffice mail, conducting scheduled internal runs, utilizing states-of-the-art postage equipment for precise mail metering, preparing specialized outgoing mail (certified, requested), and retrieving outgoing mail from designated internal areas. 

Print 

• Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance. 

• Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project. 

Training 

• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of an Office Services Associate – Mail  

Position Requirements/Experience/ Education: 

• High school diploma or equivalent

• Experience not required

• Ability to understand client inquiries and provide effective responses 

• Experience in using Microsoft Office products and applications 

• Understands the importance of delivering added value to clients 

• Team player who can keep a positive attitude, motivate peers, and build relationships 

• Ability to maintain confidentiality and security of any client information 

• Displays a pleasant and cheerful disposition at all times 
• Ability to repeatedly move packages up to approx. 35 lbs.

The Compensation range for this role is up to 18.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. 

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. 

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. 

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.